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08-08-2011 URA AgendaCITY OF WOODBURN URBAN RENEWAL AGENCY AUGUST 8, 2011 - 6:45 P.M. KATHRYN FIGLEY, MAYOR DICK PUGH, COUNCILOR WARD 1 J. MEL SCHMIDT, COUNCILOR WARD II PETER MCCALLUM, COUNCILOR WARD III JAMES COX, COUNCILOR WARD IV FRANK LONERGAN, COUNCILOR WARD V ERIC MORRIS, COUNCILOR WARD V CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET CALL TO ORDER 2. ROLL CALL 3. CONSENT AGENDA A. Urban Renewal Agency minutes of June 13, 2011 1 Recommended Action: Approve the minutes. B. Urban Renewal Agency minutes of June 27, 2011 3 Recommended Action: Approve the minutes. 4. PUBLIC HEARINGS None. 5. GENERAL BUSINESS A. A Resolution Amending and Readopting the Downtown 5 Grant and Loan Requirements Recommended Action: Adopt the resolution. B. Grant Modification - Urban Renewal Grant URG 2011-05 13 165 W. Hayes St. - Exterior Grant (Mary and Jose Parra) Recommended Action: In agreement with the Downtown Urban Renewal Advisory Committee, it is recommended that the Woodburn Urban Renewal Agency Board approve a modification to the Urban Renewal Exterior Grant application from Mary and Josh Parra from $1,067 to $3,125. August 8, 2011 Urban Renewal Agency Page i CITY OF WOODBURN URBAN RENEWAL AGENCY AUGUST 8, 2011 - 6:45 P.M. KATHRYN FIGLEY, MAYOR DICK PUGH, COUNCILOR WARD 1 J. MEL SCHMIDT, COUNCILOR WARD II PETER MCCALLUM, COUNCILOR WARD III JAMES COX, COUNCILOR WARD IV FRANK LONERGAN, COUNCILOR WARD V ERIC MORRIS, COUNCILOR WARD V CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET C. Urban Renewal Grant & Loan URG&L 2011-11 237 N. Front Street (Maria Martinez) Recommended Action: In agreement with the Downtown Advisory Review Subcommittee, it is recommended that the Woodburn Urban Renewal Agency Board approve Urban Renewal Grant & Loan URG&L 2011-11 for 237 N. Front Street from Maria Martinez. The request includes a $5,000 interior grant, a $3,500 exterior grant & and $10,500 loan. 6. PUBLIC COMMENT 7. ADJOURNMENT 22 August 8, 2011 Urban Renewal Agency Page ii URBAN RENEWAL AGENCY BOARD MEETING MINUTES JUNE 13, 2011 HH:MM 0:00 DATE: COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 13, 2011. CONVENED: The meeting convened at 6:35 p.m. with Chair Figley presiding. ROLL CALL: Chair Figley Present Member Cox Present Member Lonergan Present Member McCallum Present Member Morris Present Member Pugh Present Member Schmidt Present Staff Present: City Administrator Derickson, City Attorney Shields, Public Works Director Brown, Economic & Community Development Director Hendryx, Community Services Director Row, Police Captain Garret, Police Captain Alexander, Community Relations Coordinator Stowers, Acting City Recorder Zastoupil. 0:00 CONSENT AGENDA A. approve the Urban Renewal Agency Board minutes of May 23, 2011; McCallum/Lonergan... adopt the Consent Agenda. The motion passed unanimously. 0:01 PUBLIC HEARING — URBAN RENEWAL 2011-12 BUDGET Mayor Figley declared the hearing open at 6:32 pm for the purpose of hearing public input on the Agency's Budget for 2011-12. Finance Director Palacios provided a staff report on the approved Agency Budget for 2010-11. No members of the public wished to speak in either support or opposition of budget. Mayor Figley declared the hearing closed at 7:36 pm. 0:03 RESOLUTION 2011-03: A RESOLUTION ADOPTING THE WOODBURN URBAN RENEWAL AGENCY BUDGET FOR THE FISCAL YEAR 2011-2012 McCallum introduced the resolution. On roll call vote for final passage, the resolution passed unanimously. Chair Figley declared Resolution 2011-03 duly passed. 0:04 REIMBURSEMENT AGREEMENT FOR SERVICES. MATERIALS AND PROJECTS Cox/McCallum ... approve and authorize the Chair of the Agency to execute the reimbursement agreement between the City of Woodburn for fiscal year 2011-12. The motion passed unanimously. Page 1 — URA Board Minutes, June 13, 2011 URBAN RENEWAL AGENCY BOARD MEETING MINUTES JUNE 13, 2011 HH:MM 0:05 ADJOURNMENT Cox/McCallum ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 6:40 p.m. ATTEST APPROVED Christina M. Shearer, Recorder City of Woodburn, Oregon KATHRYN FIGLEY, Chair Page 2 — URA Board Minutes, June 13, 2011 2 URBAN RENEWAL AGENCY BOARD MEETING MINUTES JUNE 27, 2011 HH:MM 0:00 DATE: COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 13, 2011. CONVENED: The meeting convened at 6:30 p.m. with Chair Figley presiding. ROLL CALL: Chair Figley Present Member Cox Present Member Lonergan Present Member McCallum Present Member Morris Present Member Pugh Present Member Schmidt Present Staff Present: City Administrator Derickson, City Attorney Shields, Public Works Director Brown, Economic & Community Development Director Hendryx, Community Services Director Row, Police Captain Garret, Police Captain Alexander, Community Relations Coordinator Stowers, Acting City Recorder Zastoupil. 0:03 RESOLUTION 2011-04: A RESOLUTION AMENDING THE DOWNTOWN GRANT AND LOAN PROGRAM PROCEDURES AND REQUIREMENTS McCallum/Lonergan... adopt Resolution 2011-04. The motion passed unanimously. Chair Figley declared Resolution 2011-04 duly passed. 0:08 URBAN RENEWAL GRANT (URG 2011-02A) EXTERIOR GRANT 429 N. FRONT STREET (BERTHA GOMEZ — PALETARIA EL PAISANITO) Lonergan/McCallum... approve the Urban Renewal Exterior Grant URG 2011-02A for up to $9,600. The motion passed unanimously. 0:13 URBAN RENEWAL GRANT & LOAN (URG&L 2011-03) EXTERIOR INTERIOR GRANTS; LOAN 550 N. FIRST STREET (SANCHEZ FAMILY TRUST — OLD CITY HALL) Cox/Lonergan ... approve an exterior grant in the amount of $3,250, an interior grant of $5,000, and a $25,000 loan. The motion passed unanimously. 0:20 URBAN RENEWAL GRANT (URG 2011-06) EXTERIOR GRANT 130 W. CLEVELAND STREET (BRUCE THOMAS — YES GRAPHICS) Lonergan/McCallum... approve the Urban Renewal Exterior Grant URG 2011-6 for up to $10,000. The motion passed unanimously. Page 1 — URA Board Minutes, June 27, 2011 I URBAN RENEWAL AGENCY BOARD MEETING MINUTES JUNE 27, 2011 HH:MM 0:22 URBAN RENEWAL GRANT (URG 2011-08) EXTERIOR AND INTERIOR GRANTS 134 ARTHUR STREET (NORA FIVES — OLD BANK BUILDING) Schmidt/Cox ... approve the Urban Renewal Exterior Grant URG 2011-08 comprised of an exterior grant of up to $3,400 and an interior grant of up to $3,150. The motion passed unanimously. 0:24 URBAN RENEWAL GRANT (URG 2011-09) INTERIOR GRANT 479 N. FRONT STREET (PAMELA FREEMAN — LA CASETA) LONERGAN/McCallum ... approve the Urban Renewal Interior Grant URG 2011-09 for up to $4,000. The motion passed unanimously. 0:26 ADJOURNMENT Cox/McCallum ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 6:55 p.m. ATTEST Christina M. Shearer, Recorder C APPROVED Page 2 — URA Board Minutes, June 27, 2011 W KATHRYN FIGLEY, Chair WOODBURN August 8, 2011 To: Urban Renewal Agency Board From: Jim Hendryx, Economic and Development Services Director Subject: Revised Downtown Grant and Loan Requirements RECOMMENDATION: Adopt the attached resolution amending and readopting the Downtown Grant and Loan Requirements to provide for grant and loan amount adjustments in instances where project costs increase beyond original estimates. BACKGROUND: Improving Woodburn's downtown area has been recognized as a priority for a number of years dating back to 1997, with the adoption of the original Downtown Development Plan. Woodburn's Urban Renewal Program provides the funding mechanism to implement the Urban Renewal Grant and Loan Program. The Agency Board, through Resolution 2011 -01, adopted the Downtown Urban Renewal Grant and Loan Program in February, 2011. The program has been operational for approximately five months and various grants and loans have been approved by the Agency. Remodeling projects frequently cost more than originally anticipated. This is also true with rehabilitation projects in the downtown historic area. Estimates are based upon facts apparent to the contractor at the time of the evaluation and may not account for unforeseen circumstances. As an example, the Agency approved Urban Renewal Grant URG 2011-05 at its May 23, 2011 meeting. The original estimates did not take into account current energy code requirements, nor the extent of the work needed to repair the building's roof. These costs would have been reflected in the project costs, had the property owner known the costs at the time of application. Project costs increased significantly from the estimate submitted with the initial application, Agenda Item Review: City Administrator _x City Attorney _x_ I Finance Urban Renewal Agency August 8, 2011 Page 2 and the applicant is currently deciding whether to request an adjustment to the grant amount, or to apply for an Urban Renewal loan to complete the project. The Downtown Advisory Review Subcommittee recognizes that the Urban Renewal Grant and Loan Program should have guidelines and procedures in place to deal with situations where project costs exceed original estimates, without unduly delaying the applicants from completing their projects. DISCUSSION: Project costs can change over the course of construction and it is customary to include contingency funds in building projects. This is especially true with remodeling projects for older buildings. Unforeseen circumstances will arise periodically during efforts to improve the downtown. How should the Grant and Loan Program respond to these situations? The Downtown Advisory Review Subcommittee considered the problem of unforeseen project costs at its July 15, 2011 meeting and recommended that the Agency consider certain guidelines in instances where project costs increase unexpectedly. In instances where project costs increase during the course of a particular project, the following recommended guidelines would apply: • The Downtown Advisory Review Subcommittee may authorize increases to approved grant and/or loan requests when project costs rise above original estimates, but do not exceed grant and loan limitations. Examples include, but are not limited to, additional costs associated with code -related requirements for an approved re -roofing project, remediation costs that exceed original bids for work associated with an environmental site clean-up project, additional structural requirements associated with an approved facade improvement project, etc. • Requests must be made in writing, must include a detailed description of the overall project, justification for additional grant and/or loan funds, cost estimates and bids, and must be submitted prior to the commencement of work on the requested project element(s). • All requests are subject to the availability of funds. 9 Urban Renewal Agency August 8, 2011 Page 3 • Project scope remains consistent with the originally approved project and the request is not associated with new project elements. Examples of situations where new elements are added to a project could include adding new windows to an approved roofing project, adding rewiring costs for a flooring project, etc. • Overall project costs cannot exceed grant and loan fund limitations. Maximum exterior and interior grants are limited to $10,000 & $5,000 respectively. Maximum loan amounts cannot exceed $25,000. • Property owners may request converting Urban Renewal grants into loans. Upon approval from the Downtown Advisory Review Subcommittee, the property owner needs to separately apply and qualify for a loan through the Mid -Willamette Council of Government. • The Downtown Advisory Review Subcommittee's action shall appear on the Urban Renewal Agency consent agenda as an informational item. FINANCIAL IMPACT: The 2011-12 Downtown Woodburn Grant and Loan Program budget includes approximately $240,000. This budget amount assumed 6 individual exterior grants, 6 interior grants and 6 loans during the year, with a maximum grant and/or loan amount of $10,000, $5,000 & $25,000, respectively. Adjustments to grant and loan amounts affect the number of potential projects fundable during the current fiscal year. 7 URBAN RENEWAL RESOLUTION NO. 2011-05 A RESOLUTION AMENDING AND READOPTING THE DOWNTOWN GRANT AND LOAN REQUIREMENTS WHEREAS, with the adoption of Resolution 2011-01, the Urban Renewal Agency Board established the Downtown Grant and Loan Program in February 2011, and WHEREAS, the Downtown Grant and Loan Program includes procedures and requirements which were developed with the initiation of the program, and WHEREAS, procedures and requirements for the Downtown Grant and Loan Program need to be periodically updated to reflect changing circumstances, and WHEREAS, the Downtown Grant and Loan Requirements need further clarification on how to address situations where project costs exceed original estimates without unduly delaying the applicant, and WHEREAS, when unforeseen costs occur with projects, the Downtown Grant and Loan Program needs to address how an applicant can convert an approved grant into a loan, NOW, THEREFORE, THE WOODBURN URBAN RENEWAL AGENCY RESOLVES AS FOLLOWS: Section 1. The Downtown Grant and Loan Requirements are amended to provide further clarification on how to address situations where project costs exceed original estimates and clarify how applicants convert an approved grant into a loan. Section 2. The Downtown Grant and Loan Requirements, as amended, are readopted and attached to this resolution as Exhibit "A". Approved as to Form: City Attorney Page 1 - RESOLUTION NO. 2011-05 I Date Passed by the Agency Submitted to the Chair Approved by the Chair ATTEST: APPROVED: Christina Shearer, City Recorder City of Woodburn, Oregon Page 2 - RESOLUTION NO. 2011-05 I Kathryn Figley, Chair Exhibit "A" Woodburn Urban Renewal Agency Downtown Grant and Loan Requirements Program Requirements 1) Projects must be located within the Urban Renewal & Downtown Development and Conservation Districts as identified below. 2) The applicant, after meeting with staff to discuss the proposed project, shall submit a completed Downtown Grant and Loan application and all supplemental materials provided. 3) Projects assisted by this program are to be rehabilitation and renovation projects showing significant improvement to the property and must be compatible with the downtown streetscape. 4) Exterior projects shall: • Comply with the City of Woodburn Downtown Architectural Design and Signage Standards. • Shall work towards restoring the building as closely to its original design as possible. • Shall be designed, constructed, and maintained to compliment and accept the architectural features of the building. All accessories, signs, awnings, etc. shall likewise compliment the overall character of the building. 5) Grants are available for up to $10,000 for exterior renovation and up to $5,000 for interior renovation. 6) Loans are available to property owners in amounts up to $25,000 and are secured by a Trust Deed in the amount of the loan. 7) Applications may be made for a combination of grant and loan funds. Eligible Projects: The following list is not exhaustive, but covers the majority of types of exterior projects that are eligible: _ADA accessibility -Awnings/canopies _Code deficiencies Cornices _Design & architectural services (up to $1,000) Electrical Page 3 - RESOLUTION NO. 2011-05 10 _Energy efficient upgrades (some restrictions apply) Environmental remediation _Exterior lighting _Exterior painting and cleaning _Gutters & downspouts _HVAC Permits _Plumbing _Seismic Storefronts -Re-pointing _Replacement of missing decorative features Removal of non-historic materials or additions _Roofing Windows Ineligible Activities: _Administrative costs or payments to borrower for direct labor costs _Building acquisition _Improvements to non-public faces of buildings _Inventory or other working capital _Landscape improvements _ Property maintenance _ Work (wages) not performed by a licensed contractor 8) There is a 50/50 match requirement required for the Grant program. Invoices must be submitted for reimbursement. No grant money will be disbursed until the project is completed and is approved by the Agency. 9) Grant and loan funds cannot be used for any work commenced or completed prior to project approval. 10) Grant and loan funds may be used for materials and services provided by licensed contractors. 1 1) All necessary building, electrical, plumbing permits must be obtained and work inspected and approved. 12) Grants and loans are dependent upon the availability of funds and must be reviewed and approved by the Downtown Advisory Review Subcommittee and the Urban Renewal Agency Board. 13) Projects shall be completed within one year of approval in order to be eligible for reimbursement. Grants provide for a single payment after receipts are provided and all completed work is accepted by the City. 14) The Urban Renewal Agency Board may grant one 6 month extension for work to be completed under this program. The applicant must submit a written request for the extension and provide justification for the Board's consideration. Page 4 - RESOLUTION NO. 2011-05 15) All work will be done by licensed contractors and the applicant needs to provide at least three bids for every aspect of work greater than $2,500. 16) Business and/or property owners may reapply for grant and/or loan funds until the grant and/or loan limit is reached. They must then wait 12 months to reapply. 17) After grant and loan limits have been reached on the property, business and/or property owners may reapply for grant and/or loan funds every 12 months for the same property 18) Grant and loan funds are limited to physical improvements to the downtown buildings themselves. Non -permanent improvements, such as purchasing new equipment, do not qualify for this program. 19) The Downtown Advisory Review Subcommittee may authorize increases to approved grant and/or loan requests when project costs rise above original estimates. 20) Requests must be made in writing, must include specific documentation, and are to be submitted prior to commencement of work on the requested project element(s). 21) All requests are subject to the availability of funds. 23) Project scope remains consistent with the originally approved project, and the request is not associated with new project elements. 24) Overall project costs cannot exceed grant and loan fund limitations. Maximum exterior and interior grants are limited to $10,000 & $5,000 respectively. Maximum loan amounts cannot exceed $25,000. 25) Property owners may request to convert an Urban Renewal grant into a loan. Upon approval from the Downtown Advisory Review Subcommittee, the property owner must separately apply and qualify for a loan through the Mid -Willamette Council of Governments. 25) The Downtown Advisory Review Subcommittee's action shall appear on the Urban Renewal Agency consent agenda as an informational item. Page 5 - RESOLUTION NO. 2011-05 12 WOODBURN August 8, 2011 TO: Urban Renewal Agency Board FROM: Jim Hendryx, Director of Economic & Development Services SUBJECT: Grant Modification - Urban Renewal Grant URG 2011-05 165 W. Hayes Street - Exterior Grant (Mary and Jose Parra) RECOMMENDATION: In agreement with the Downtown Urban Renewal Advisory Committee, it is recommended that the Woodburn Urban Renewal Agency approve a modification to the Urban Renewal Exterior Grant application from Mary and Josh Parra from $1,067 to $3,125. The request to modify the grant is being submitted to the Board to expedite consideration of this particular request. The Downtown Advisory Review Subcommittee recognized that the program should have guidelines and procedures in place to deal with situations where project costs exceed original estimates. BACKGROUND: The Board approved Urban Renewal Grant URG 2011-05 at its May 23, 2011 meeting. The grant was approved for up to $1,067. Upon initiating the project to re -roof the building, code -related issues arose, increasing the overall costs of the project. Specifically, for remodeling projects including roof replacement, the energy code requires insulation for non -insulated buildings. The original bid did not include those costs and the applicant is requesting to increase the amount of the grant to cover the revised estimate. These costs would have been reflected in the original project costs, had the property owner known the costs at the time of application. Remodeling projects frequently cost more than originally anticipated. This is also true with rehabilitation projects in the downtown historic area. Estimates are based upon facts apparent to the contractor at the time of the evaluation and may not account for unforeseen circumstances. Agenda Item Review: City Administrator _X_ 13 City Attorney _X Finance _X_ Grant Adjustment - Urban Renewal Grant and Loan URG 2011-05 165 W. Hayes Street August 8, 2011 Page 2 The Downtown Advisory Review Subcommittee recognizes that the Urban Renewal Grant and Loan Program should have guidelines and procedures in place to deal with situations where project costs exceed original estimates, without unduly delaying the applicants from completing their projects. Guidelines are being considered at the August 8, 2011 Agency meeting which would authorize the Subcommittee to approve grant and loan fund adjustments. Proposal Grant amount: $3,125 Estimated cost of all improvements: $6,250 Percentage of grant to total project costs: 50% Summary and Conclusion The Downtown Grant and Loan Program is intended to encourage and assist business and property owners to invest in the downtown. This particular application is intended to assist the property owner to make improvements to their property by replacing the existing roof and repairing the existing awning. Upon initiating the project, additional code -related issues arose, increasing the overall cost of the project. As a result, the applicant has requested modify the amount of the grant from $1,067 to $3,125. The request is consistent with the program criteria. Conditions of Approval 1. There is a 50/50 match requirement required for the Grant program. Invoices must be submitted for reimbursement. No grant money will be disbursed until the project is completed and is approved by the Agency. 2. Grant and loan funds cannot be used for any work commenced or completed prior to project approval. 3. Grant and loan funds may be used for materials and services provided by licensed contractors. 4. All necessary building, electrical, plumbing permits must be obtained and the work inspected and approved. 5. Projects shall be completed within one year of approval in order to be eligible for reimbursement. Grants provide for a single payment after receipts are provided and all completed work is accepted by the City. 6. All work will be done by licensed contractors and the applicant needs to provide at least three bids for every aspect of work greater than $2,500. 14 Grant Adjustment - Urban Renewal Grant and Loan URG 2011-05 165 W. Hayes Street August 8, 2011 Page 3 7. Business registration is required for any person engaging in business within the City of Woodburn. ATTACHMENTS: Application addendum A.R.T. Inc. agreements Pictures 15 Grant Adjustment - Urban Renewal Grant and Loan URG 2011-05 165 W. Hayes Street August 8, 2011 Page 4 Woodburn Urban Renewal Agency FLECD � Downtown Grant and Loan Vrogr�m July 27, 2011 Application addendum Mary Parra 445 5 m ith Drive Woodburn OR 57071 503-981-2670 Wk 503-982-7105 Hm 503-989-2220 Cell Building location 165 W Hayes 5t Woodburn ON 97071 JU 9-7 2011 KODBUM UIMU;uH1-FY EVE-: E! C -7F I PIT Pe�PI. Exterior Grant Program We would liketo amend the following extedor improvements to our grarkt due to additional work needed to make the roof comply with city requirement_ We wish to increase the a mou nt of the grant to a total of $0250. Roof kncluding insulation $ OD Metal Soffit Panels $550 Materlal:5 $ 700 Old roof material disposal $200 TOTAL $ 6250 ;64 c -C Applit�nt Signature; f Date 16 Grant Adjustment - Urban Renewal Grant and Loan URG 2011-05 165 W. Hayes Street August 8, 2011 Page 5 40 40 R A.R.T. Joe - Advanced Roofing Technologies BBA Advanced Roofing & Sheet Metal PO Box 33770 Portland, OR 97292 CCB# 162890 Project name: Barber Shop DATE: 7/2512011 Contact Person: Jose Luis Parra Address: 166 Hayes St City and State: Woodburn, OR Phone#:(503)989-1373 Email: Parra4O@msH.com Scope of Work: Supply all labor, materials, and equipment to install new single ply roof as per Versico Roofing Manufacturer specs. Install 3.1 inch ISO insulation system to achieve R-19. Install 50 mil PVC Versico roofmg membrane, mechanically fastened. All materials and accessories will be provided by Versico hoofing Manufaetamr. Install plywood on inside of parapet walls to fully adhere the walls using contact adhesive. Install metal flashings around all perimeters. Re- install gutters. All work to he performed in a substantial workman like manner and to comply with all safety standards. After installation All debris created on this project will be cleaned up and hauled away prior to completion. This bid is including all flashing metal and cap meta] to meet drawings and specifications. INVI's5'1`NIrNT: $ 4.800.00 IVARRANTY: 5 year labor and a 15 year materia] warranty from manufacture. This laid is only good for 60 dads sand does not include sane• stare or local taxes *All building permits must be obtained by owner* 50% down remainder due neon coinlAetiosa General conditions A wl g 5 ae 11 1r'en mow¢ N wn tdlipM ryNe d''n+ mamnr rng to ✓rd+ ry n/rpo+[•n e* ora. arrer RsrwlxrF l�+bn w N A Nr N✓wa Fpa eJr[.+Irvin only ufldl nw rr�draann nn Nlcn ri�mq rtier Ovrxr b cry k, tcbr• Nn 1 Jr rgrpaaryr Yuurrwa Our tpe¢ src AJY awra6 d1 t"•'^tl^'r¢ Cengenexlon kn�narrrs. n .vfoNanre wNM epMnanxe sG�e 1 �+o� �y ne v Wnetl n ns9•rW W OxM1y' 14r11m11 x�rcsxd Non ppignN ar MueneH lieefsq 1nrTmcopes. Irr. A51nKffl aeoreul lcrhmle�. 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(Yrrrxr aUwnverWm h99mpenry•leunm errsryKi M T.iNlne uMtla nGenu ynA Ln rnospctl aocn carp o-"Irtem+Ltlrl MN.uM w (>,yner eDwi CatlCUYon Lmns; ai myluRa W nxai. en,rwrexs irJ wy, ai nrac IaN duv N M•x uy prnxr�KvxlE. F•M1 flxenr wyrnr. to wdFmy flrowlelx_I nenvee� rnn Sp2sn+rn Argntrbw. - funnrrrfievrP9n�rdNMnmm�rnnmp1rnlMONnIY.S 4—VV..—/q 17 Grant Adjustment - Urban Renewal Grant and Loan URG 2011-05 165 W. Hayes Street August 8, 2011 Page 6 11111 11111 A.I;LT. lite. Advanced Rooting Technologies DBA Advanced Roofing & Sheet Metal PO Box 33770 Portland, OR 97292 CCB# 162890 Project name: Barber Shop DATE: 7125/2011 contact Person: Jose Luis Parra Address: 165 Hayes St City and State: Woodburn, OR Phone#:(503)989-1373 Email: Parra4O@AASH.com Scope of 'Work: Supply all labor, materials, and equipment to remove all sheet metal soffit panels and ro-install new pre -painted kinart soffit cover panels, mechanically attached. With all new trim to match existing color All work to be performed in a substantial workman like manner and to comply with all safety standards. After installation All debris created on this project will be cleaned up and hauled away prior to completion. This bid is including all flashing metal and cap metal to meet drawings and specifications. lNV1rSTMisN'l': S 550,00 WAIU, ANTY: 5 year labor. This Did is Daly goad fol' (10 days and does not include any stair or local taxes *All building permits most be obtained by owner* 50% down remainder due upon completion - General Conditions All quafamartl a6 tryY'EdMO i!: r q{ w.vF =MQ m o p+ rem nil manner an• do q m �a -I MPrP,•n� MIM, :vnel PrnIX":us My+k`wVw� Or :enAren I.nm rhe a�+w• aPntYrauma nNY uryon umm� Rol =n anel writlnA thanpr: moa, e)— rn eery lee, W—d.. nM plM1r•r nroesrary• Ima�rxeKa• Her �nnl Yces are faRy [evaretl tw etrasnara C': hPerrc.Vnua Mapr;wa:e. at axarOpn[s .01 .iw lenhk eW. I— Ines emkaef:.y Pq. trn !•an.lerred w aaagnetl !v -IFcr ®OAy WY.M1nuY exPresmil wrAlen pninent M Ativ.nea6 RPofe,9 T.[aHaP!►e1. r Adreno d N Mrr ierJrnW..0-- Gc au[;es ,k+XMky b B,n edflml•sr mmnw+oc sxnmd,mlenmm�rmintn. wra+.+e wia aowm.mrne nenh ra. n nr—w l4, �"m nrgww Extra work lrnkTnPen P.• w.rs=w.i rr.,arone neonmwwag e.lrn nen me nM �nrm.ra n me at..c am ono .oawnr Pf tr. All eW.Wn Mork will M� tharyall una inns and mnlniK Wea. lnu,rar�pl Wyt yaua 1Nkr VAS rMuv aY k60 GC Go' m.n.nx.).ml WW.l pl+m•I[Abn Pf, loon wtlnets L.Y PaymentTorms `-•._•__ - Acceptance of Proposal !r Y:•f nsne.wn rvUmnd ne rxlrxnrn. smn� a wren n �w aw upon eyni�n Ton nnfim rrYsa. xpeerenf rn nen ru.mima. a.c .amlanrars• rvn s fohy core t ;7eianee 6w " t q,nYen) eaya e! LAnr .[;Z oa plelun A bte .mwrr.:I tly agoing Ugk+w. ! n.uM1aire AArant.d tao.rr,, T.d.rvroaa_ Inc la W. of MW will W UWrlw a WMRW a. w R— 41— � sy. Ina. V�Pr•�eau ua a .—a !'Pyaen! .vW Wtl , Im uc w , Lrn� aG—WJD. AtlalALYSP•P• Iryanea GlarypGs C zSe Wine Yu(+Id ealmu will ca gyxge0 encu wt4conrrl�icralmnneiai:elw Skasur aoart cw:stu9gr� rirerea ar meMn Pn ar'iaurih 90 Jnya y ri5nir: P,xa du[' roan", by wAar cpnerro "gRA.,r� naw AuMan,Y O Agomt Pr R9aP O repnfma Te d mniopMs (AYMw'Cont+audMS Agent 18 Grant Adjustment - Urban Renewal Grant and Loan URG 2011-05 165 W. Hayes Street August 8, 2011 Page 7 19 Grant Adjustment - Urban Renewal Grant and Loan URG 2011-05 165 W. Hayes Street August 8, 2011 Page 8 Roof 20 t i ht STOPRl- WOODBURN August 8, 2011 TO: Urban Renewal Agency Board FROM: Jim Hendryx, Director of Economic & Development Services SUBJECT: Urban Renewal Grant & Loan (URG&L 2011-11) Maria Martinez 237 N. Front Street RECOMMENDATION: In agreement with the Downtown Advisory Review Subcommittee, it is recommended that the Woodburn Urban Renewal Agency approve Urban Renewal Grant & Loan URG&L 2011-11 for 237 N. Front Street from Maria Martinez. The request includes a $5,000 interior grant, a $3,500 exterior grant & and $10,500 loan. BACKGROUND: The Woodburn Urban Renewal Agency approved a comprehensive grant and loan program on February 14, 2011 for properties within downtown Woodburn. The program is designed to provide matching funds for exterior ($10,000) and interior ($5,000) improvements to commercial properties located in the historic downtown district. The program also provides loan funds ($25,000) to further these same improvements. PROPOSAL: Grant and loan funds would be used to install heating and air conditioning in the upstairs living/office space, and to install flooring. Improvements to building ventilation will also be made. Exterior improvements include sealing exterior walls (north and west walls) and re -pointing portions of the exterior bricking on the west wall. Staff expressed concern over the proposed use of acrylic elastomeric waterproofing sealant/paint on the brick surface (west wall) and the applicant has since revised her plans, deciding not to use the sealant as originally proposed. The north wall was resurfaced several years ago and sealant is not Agenda Item Review: City Administrator _X_ 22 City Attorney _X Finance —X- Urban Renewal Grant and Loan Application Review URG&L 201 1-1 1 237 N. Front Street August 8, 2011 Page 2 problematic for that surface. Such applications are discouraged on historic surfaces (west wall). The Downtown Advisory Review Subcommittee considered this request on June 25, 2011 and recommended that the Urban Renewal Agency Board approve an $5,000 interior grant, a $2,500 exterior grant & and $10,500 loan. Subsequently, the applicant requested to increase the amount of the exterior grant to $3,500, reflecting additional bid results. Subcommittee members, contacted by phone, supported the exterior grant increase up to $3,500. The exterior grant program is intended to improve the exterior of buildings located downtown. The following list is not exhaustive, but covers the majority of types of exterior projects that are eligible for grant funding: o _ADA accessibility o -Awnings/canopies o _Code deficiencies o Cornices o _Design & architectural services (up to $1,000) o Electrical o _Energy efficient upgrades (some restrictions apply) o Environmental remediation o _Exterior lighting o _Exterior painting and cleaning o _Gutters & downspouts o _HVAC o Permits o _Plumbing o _Seismic o Storefronts o -Re-pointing o _Replacement of missing decorative features o Removal of non -historic materials or additions o _Roofing o Windows Ineligible Activities: o _Administrative costs or payments to borrower for direct labor costs o _Building acquisition o _Improvements to non-public faces of buildings 23 Urban Renewal Grant and Loan Application Review URG&L 201 1-1 1 237 N. Front Street August 8, 2011 Page 3 o _Inventory or other working capital o _Landscape improvements o _ Property maintenance o _ Work (wages) not performed by a licensed contractor Interior Grant Grant amount: $5,000 Estimated cost of all improvements: $13,000 Percentage of grant to total project costs: 38% Exterior Grant Grant amount: $3,500 Estimated cost of all improvements: $7,000 Percentage of grant to total project costs: 50% Loan Loan amount: $10,500 Estimated cost of all improvements: $19,000 PROGRAM CRITERIA: Property Location & Ownership The property is located at 237 N. Front Street. Information from the Marion County Department of Assessment and Taxation indicates the property is owned by Maria Martinez. The applicant is the property owner • That the property is within the Urban Renewal & Downtown Development and Conservation (DDC) District The property is located on Front Street, within the Urban Renewal and the Downtown Development and Conservation Districts. • That the proposal complies with the downtown architectural design standards and signage standards The proposal does not impact the appearance of the exterior of the building. 24 Urban Renewal Grant and Loan Application Review URG&L 201 1-1 1 237 N. Front Street August 8, 2011 Page 4 • That the project encourages greater marketability of the downtown area The proposed grant is intended to improve commercial properties within downtown Woodburn. • That the proposal will complement the existing historic downtown core A majority of the improvements are on the interior of the building. Sealing and re -pointing the building will generally improve the appearance of the building. • That the project design works toward restoring the building as closely to its original design as possible A majority of the improvements are on the interior of the building. Sealing and re -pointing the building will generally assist in restoring the building more closely to its original design. • That building interiors are improved with a focus on addressing code -related improvements Flooring, improving ventilation, and heating and cooling upgrades will improve the habitability of the building. • That the project is in the public interest The Urban Renewal Grant and Loan Program is intended to encourage businesses and property owners to invest in their properties. This request is consistent with that objective. Summary and Conclusion The Downtown Grant and Loan program is intended to encourage and assist business and property owners to invest in the downtown. This particular grant and loan application is intended to assist the business owner to make both interior and exterior improvements to her property. The request is consistent with the program criteria. Conditions of Approval 1. There is a 50/50 match requirement required for the Grant program. Invoices must be submitted for reimbursement. No grant money will be disbursed until the project is completed and is approved by the Agency. 25 Urban Renewal Grant and Loan Application Review URG&L 201 1-1 1 237 N. Front Street August 8, 2011 Page 5 2. Grant and loan funds cannot be used for any work commenced or completed prior to project approval. 3. Grant and loan funds may be used for materials and services provided by licensed contractors. 4. All necessary building, electrical, plumbing permits must be obtained and work inspected and approved. 5. Projects shall be completed within one year of approval in order to be eligible for reimbursement. Grants provide for a single payment after receipts are provided and all completed work is accepted by the City. 6. All work will be done by licensed contractors and the applicant needs to provide at least three bids for every aspect of work greater than $2,500. 7. A business registration is required for any person engaged in business within the City of Woodburn. 8. A Subsequent loan application must be submitted for consideration to the Mid -Willamette Council of Governments and is subject to review and approval. ATTACHMENTS: Grant application Pictures 26 * RECD JUN 2 3 2011 Woodburn Urban Renewal Agency wnrwau�Nc3 2011n Downtown Grant and Loan Program I Lo MElP1t)l�''1; Application Exterior Grant 9 Interior Grant 0 Loan ❑ 1. Applicant Name: Mnt-i G Mc1r4►v-)e_Z Address: -15(x, E . Li riCo) n S+, WoocAburn oP, 9-10-1 I Work Phone: ( ) Home Phone: (5o3) 9 90 -5253 E-mail: Legal Form: Sole Proprietorship 9 Partnership ❑ Corporation ❑ Non -Profit ❑ 2. Building or Business to be rehabilitated Name: N I A Street Address: 2:5_1 5-1-) R (1-16-1 1 Tax Map/Lot Number: 051W 3. Property Owner Name carne CtS c�bdv_ Address: Work Phone: ( ) Home Phone: Property Owner's Signature: 4. Loan Program - Give a brief description of the overall proposed improvements and how loan funds will be used to improve the property. Ex 4 tri L-, yJc,-/e v -Dv o,:, q - Loan amount: Estimated total cost of improvements: Percentage of loan to total project costs 27 ey)c� A -('Cl `?7 q LC 4,aC 1)4; 4 c'i� Loan amount: Estimated total cost of improvements: Percentage of loan to total project costs 27 ,'�-�:� C 4 i 4 Y"E C; .�� �n5 �'i`�t' ;,,, � y.,�.c:: Y'E rl � b'� C.' `•3'� <'.E r"t c� r`� i, �� "�-� 1 _ j t � > (_� F � 'V-�ct f t". -r ti, i2t' k t c: 4 9 ? wl . Viciy' e C I ce'L, V } �iS %� l -s V! 6Y)c� ,ti c jt. i�"�4�� Loan amount: Grant amount: Total estimated cost of all work: Percentage of grant to total project costs % 6. Interior Grant Program - Give a brief description of the proposed interior improvements and how this work addresses code related improvements. G? 17 C_ t.- l / a �y � v� O V C? =� i v Cmc. / C, y. P Gc c4 d �.. bt.�'..,c-� � � -� -j Grant amount: Estimated cost of all improvements: Percentage of grant to total project costs % The Woodburn Urban Renewal Board will review the proposed redevelopment improvements and advise the applicant of the status or recommend changes. CERTIFICATION BY APPLICANT The applicant certifies that all information provided in this application is true and complete to the best of the applicant's knowledge and belief. If the applicant is not the owner of the property to be rehabilitated, or if the applicant is an organization rather than an individual, the applicant certifies that he/she has the authority to sign and enter into an agreement to perform the proposed work on the building. Evidence of this authority must be attached. Applicant's Signature Return Application To: James N.P. Hendryx Economic & Development Services 270 Montgomery St. Woodburn, OR 97071 28 Date SmoothSVSteMSSince 1983 All General Construction Services Available HVAC Commercial & Residential 503-875-9692 OR ccb#41597 WA UBI4f602805725 GUARANTEES on Complete clean up including vacuuming and use of drop Cloths for the protection of home furnishings. ® Performance Guarantee: The cooling system will provide a F indoor temperature on a F summer day. The heating system will provides F indoor temperature on a F day. �E4UIPMENTrK' MODEL NUMBER--A.09A%, FRA w o g r z z BUILDING PERMITS rsi—U ❑ ® INVESTMENT to include COMFORT AGREEMENT and Precision Tune-up AT NO ADDITIONAL COST At the end of 24 months, it customer Is not 100% satisfied SMOOTH SYSTEMS will remove system for full refund of monies paid. ® SMOOTH SYSTEMS agrees to pay for cost of repair in the unlikely event of damage done by our workers. DISPOSAL OF EXISTING EQUIPMENT ❑ ❑ ❑ 10 ASBESTOS REMOVAL❑ ❑ r LOW VOLTAGE CIRCUIT AS REQUIRED r}a U /X- U Ll 110 VOLT CIRCUIT AS REQUIRED ❑ ❑ ❑ ry BM 220 VOLT CIRCUIT AS REQUIRED ❑ ❑ ❑ el t~ GAS PIPING TO EQUIPMENT U U��%i //t✓ VENTING ❑ ❑ ❑ EQUIPMENT PAD © ❑ ❑ COPPER REFRIGERANT TUBING U U U U CONDENSATE DRAIN SYSTEM ❑ ❑ ❑ ❑ SYSTEM WARRANTY: Labor Parts l� RECOMMENDED OPT1 NS OPTION 1Aew Iry—��._._ n OPTION 3 �ocv I LI i� lr�%���a�i ACCEPTANCE: Compressor Heat Exchanger I �V ACCEPT DECLINE ACCEPT DECLINE G� Al:(.tYl utcuNE Smooth Systems to receive approval from participating tender prior to execution of above installation. ACCEPT DECLINE TOTAL INVESTMENT'—I, DEPOSIT �� BALANCE DUE 29 Or Monthly Investment of g / month on approved credit. eUYER DATE CUSTOMER NUMBER: t� ruwxa. Ttw crmpekmmpWW W+9•rM�c Reb"dll!i`. pn montllla al,t�ieuncMTd l.A BM NI..N1 on Ml ru�.�sz rwl Rau •z claw unto le+mmlrn 50 �.Tlc� tan p1Pri1At FERCErrtn� RAiE d fEt..yneeJ b YrM my onere Wncluzec:w<. on Re^'�4^" �G^C°� `NMu MMr+eq curenl pvynxd+ ad/r+KWh d aEd 6+Y d.+e. Mm.b �„ e... red:l Y �vlm+ere. Aerdwik �ka�p�a...a.1M wu.�.il�+tl lm a4faf A-,Hn:,*iYb�mwnna�a..++.Cdkr'Mn Pacr_:rAM!sUtW on tln rw artn MYmuAJw 29 Or Monthly Investment of g / month on approved credit. Jose Gonzalez, Realtor Tu Casa Realty Group 3545 Portland RD NE #110 Salem OR 97301 Site Location: Maria Martinez, Owner 237 Front Street Woodburn, Oregon 97071 RE: Brick wall waterproofing and painting. We recommend waterproofing and painting the north brick wall utilizing a high grade acrylic elastomeric waterproofing sealant/paint. This product is designed for exterior, above grade brick and block walls. It dries to form a waterproof seal to keep water and moisture out. It is also developed for cold and wet weather, and it is formulated to resist fungus, mold and mildew. It is designed for exterior use with good UV resistance and 700% elasticity. Almost peel proof on any concrete or other vertical application. AMES Research Laboratories Block & Wall is a remarkable waterproofing technology. Color to be: Light Grey. This work/ application is to include the north brick walls only. As per discussion with the City of Woodburn representative and Jose the above specifications are not approved for the West wall. Therefore, we will be painting the West wall with elastomeric Sherwin Williams, LOXON Top -Coat. This wor will include: ,;. ,� •, `'wash the entire treatment area. Allow complete drying... • Tape and prep as necessary. VZ>�� L� �f, �`, �� C9 V)"-1 o./ • Repair the holes, voids and other necessary areasii�� tegthhRnntit�g �6;flflOf�si�) �ylfe c-etet�#; efatoei� riac�wtar-repaax-rxaat�riaa a�ad �xpat�iflta )Oi�atalar�t,_. Cyn�p:�t" iNt • Seal around penetration. • Apply one full surface coat of AMES Block & Wall membrane -paint to the North wall. Paint the West wall with Sherwin Williams LOXON Top -Coat. Areas may be primed if determined necessary. Color to be: Light Grey (unless otherwise requested.) Surface may have a textured finish. Colors between the north and west walls may not match exactly due to utilizing two different Mfg's. Cost: $6,985.00 Initial: Terms: 25% down, Balance due upon completion. 5 year warranty provided with AMES application. Note: WCS is not responsible for any water intrusion which may occur during pressure washing. More... 11 P. 2/2 J. Gonzalez We look forward to working with you on this project. Should you decide to accept our proposal please sign and return a copy of the contract. Upon receipt, we will call you for project scheduling. David A. Arana Project Manager Western Construction Systems LLC. 6970 Zena Road NW Rickreall, Oregon 97371 CCB# 94222 07-28-2011 Proposal Accepted: (Owner) Date: 31 �.' .. .moi _ ,ey s 3�Mb+e° , � e-•� � _� � 1 L 34. ,.� -• � • ,�- ,� fly '.�^' pig ' -- yam-- u.`►f` 5 ft v' L II m